Executive Administrative Assistant

About the Position

Executive Administrative Assistant

• Wilson, NC - On-site
• Part-Time
• $24 – $30 / hour

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Position Summary

The Executive Administrative Assistant provides high-level, confidential administrative support to the President, serving as a trusted gatekeeper and force multiplier. This role requires excellent judgment, strong written communication, and the discretion to manage sensitive correspondence and information on the President's behalf. The ideal candidate is a proactive, detail-oriented professional with a minimum of five years of executive-level administrative experience who can anticipate needs and manage competing priorities with minimal oversight.

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Responsibilities

• Inbox Management: Monitor, triage, and organize the President's email inbox daily; flag priority items and draft/send responses on the President's behalf using established tone and judgment.
• Calendar Management: Own the President's calendar end-to-end - scheduling, rescheduling, and resolving conflicts; coordinate across multiple time zones and stakeholders.
• Travel Coordination: Book domestic and international flights, hotels, ground transportation, and visas/documentation as needed; prepare detailed itineraries.
• Expense Management: Reconcile credit card statements and receipts; prepare and submit accurate, timely expense reports in accordance with company policy.
• Meeting Support: Attend virtual meetings on the President's behalf as requested - take detailed notes/minutes, capture action items, and deliver clear, concise summaries.
• Confidential Correspondence: Draft, proofread, and manage written communications, exercising discretion with sensitive or confidential business matters.
• General Administrative Support: Assist with ad hoc projects, document preparation, and other executive support tasks as they arise.

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Requirements

• Minimum 5 years of experience as an Executive Assistant, Executive Administrative Assistant, or similar senior support role.
• Prefer candidates that live within a 45-minute commute of Wilson, NC.
• Experience with Outlook email and calendar tools.
• Exceptional written and verbal communication skills; comfortable drafting correspondence in an executive's voice.
• Proven experience managing complex calendars and travel logistics.
• Experience reconciling expenses and preparing expense reports.
• High level of discretion, professionalism, and sound judgment with confidential information.
• Strong proficiency with Microsoft Office / Google Workspace and standard scheduling, travel, and expense tools.
• Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast-paced environment.

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Nice to Have

• Prior experience supporting a C-suite executive at a mid-size or global company.
• Experience in professional writing, including drafting emails, taking meeting minutes, and producing polished summary reports.
• Some experience in leveraging AI capabilities for research and draft material creation.

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We Offer

• Competitive hourly wage of $24 – $30.
• Opportunity to work in a dynamic and fast-paced environment.
• Professional growth and development opportunities.

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About the Company

Helpware is a leading company in the administrative support sector, dedicated to providing exceptional services to our clients. We value discretion, professionalism, and a proactive approach to problem-solving.